European Commission - Specific RTD programme in the field of Information Technologies
"Supporting the growth and the spread of the Information Society"
February 1997
"Supporting the growth and the spread of the Information Society"
February 1997
Working Groups (incl. task 7.17)
"Supporting the growth and the spread of the Information Society"
February 1997
This document introduces procedures and rules for preparing proposals for electronic version of these forms, electronic version of these forms and electronic version of these forms. This includes Working Groups as described under task 7.17 of the electronic version of these forms. Proposers who are new to Esprit are advised to refer first to the electronic version of these forms and the Work programme of Esprit. These documents are available on request at the IT Programme Office:
Tel: +32 2 6637211 Fax: +32 2 6637200 E-mail: electronic version of these forms
or at the Webpage
/esprit/home.html
The objective of the implementation of R&D; tasks in Esprit is:
1 "to provide and demonstrate the technological building blocks for information society applications and for application in industry to strengthen the competitiveness of all EU industry. The tasks are described in the 1997 Esprit electronic version of these forms
In support of the R&D; work the Esprit programme stimulates activities for coordination and preparation, involvement of users and dissemination and training, including Networks of Excellence (NoE), User Groups (UG), Working Groups (WG) and Concerted Actions (CA)
Proposals prepared following this document should fit within the overall scope of the IT programme, relate to the tasks that are described electronic version of these forms published in the Official Journal Calls and fall within the topics as described in electronic version of these forms
Proposals should relate to the R&D; work of the Esprit programme or coordinate R&D; and related activities in support of the objectives of the Esprit programme.
The Actions covered by this document are:
Proposers should prepare their proposals in accordance with the structural recommendations and evaluation criteria given in section 3 of this Specific Information Document. All the necessary administration forms required to submit a proposal are provided in the accompanying annexes or are available on diskettes or on the Esprit Web pages.
The programme is open to all legal entities - i.e. people and organisations - established and carrying out RTD activities in the Member States of the European Union (industrial firms both large and small enterprises aimed at bringing products and services to the market - universities, higher education institutes, research organisations, etc.), and to the Joint Research Centre of the EC.
The group of proposers must contain at least two non-affiliated participants from different member states or from one member state and one state associated and financially contributing to the Programme. Actions described in this document, would normally have a broad EU coverage.
Participation in this programme, with financial contribution from the EU, is open to any legal entity established or carrying out RTD activities in a third country associated with and contributing financially to the implementation of this Programme.
These are currently: Iceland, Israel, Liechtenstein and Norway.
Legal entities established and carrying out RTD activities in other European countries or in countries who have concluded an S&T; agreement with the EU (not financially contributing as described above) may participate in the programme on condition that:
These states are at printing date: Albania, Armenia, Azerbaijan, Belarus, Bulgaria, Cyprus, Czech Republic, Estonia, Georgia, Hungary, Latvia, Lithuania, Malta, Moldavia, Poland, Romania, Russia, Slovakia, Slovenia, Turkey and Ukraine, for which financial support by the EU, would in the case of acceptance of the proposal, normally be provided from funds other than the Esprit budget (an explicit request for such funding has to accompany the proposal).
Swiss, Australian and Canadian organisations may participate under the above conditions, but without funding from the EC. It is expected that agreement with South Africa will be reached in early 1997, so that organisations from South Africa may from then on also participate under the above conditions without EC funding.
Legal entities established in states other than above listed, may participate on condition that:
Organisations from Japan, Korea, New Zealand, Taiwan and the USA are not eligible for funding from the EU.
For organisations from other countries, financial support by the EU may be provided from funds other than the Esprit budget. An explicit request for such funding has to accompany the proposal.
International Organisations may participate on condition that:
Financial support from the Esprit Programme may be provided to international organisations situated in Europe on a case by case basis. An explicit request for such funding has to accompany the proposal.
If your proposal is successful in the evaluation and is selected for further negotiation, the Commission services will contact you for finalisation of the Project Programme and budgetary aspects.
The Project Officers assigned to be the responsible Commission official will provide you with the necessary documentation. The time needed in this phase depends on the complexity and evaluators' comments, but normally negotiations would take between 4 and 8 weeks if the work is well planned by the consortium.
NoEs, WGs, UGs or CAs are not funded for direct RTD work or training activities. Its members would normally carry out such activities for which funding could come from other sources, e.g. industry, national programmes or EU RTD (Esprit) programmes through an independent application.
Allowable costs are restricted to labour cost for administration, management, and dissemination by the organising participant (coordinator), travel, meeting and communication costs. The last category may include the cost of setting up a communication infrastructure between network nodes. The organising participant may under certain conditions delegate some of its work to members who may charge cost following the same rules as the coordinator.
Labour cost would include actual salaries and social charges and limited overhead costs.
Funding will normally be up to 100% of allowable costs.
The contract for the described actions will be a standard contract derived from the standard RTD contract, simplified in particular with respect to Intellectual Property Rights and allowable cost provisions. It will normally be concluded with the coordinator only. The other participating members in the action will have a relation by simple bilateral agreement with the coordinator only, or depending on the situation and the specific contract, by associate contract.
The Commission has published an information booklet concerning the contracting conditions and the standard contract. You can obtain this booklet by request from :
**** e-mail: electronic version of these forms; fax: +32/2 295 82 20 ****
The specific contract for the actions described here can be obtained from the Esprit Help-Desk or Webpages.
The ESPRIT programme has procedures for both single and two step proposal submission and evaluation. The submission and evaluation of all types of proposals (NoE, WG, UG, CA) as described in this information package will be done in a single step. Proposers must submit a full proposal before any evaluation takes place.
All proposals are evaluated by a panel of specially selected experts who are all bound by a confidentiality agreement and a code of conduct to avoid conflicts of interest. The evaluation will be exclusively based on the criteria set out in this section and will include assessment of the conformity of the work with the objectives and topics as stated in sections electronic version of these forms and electronic version of these forms of this Specific Information Document. The evaluation will be carried out under the responsibility and co-ordination of the Commission who will also interact with associate Programmes, e.g. Telematics Applications, ACTS, IMT.
All proposals should answer the following questions:
Your proposal must answer all these questions by fulfilling the criteria detailed below. These will be used by evaluators to assess the proposal.
The industrial relevance of the activities proposed, the opportunities, the state of the art in the RTD field and the need for coordination or networking.
Which activities are foreseen and which concrete results will be the outcome. Are benefits related to a wider community than the participants.
The proposers and possibly wider target group for coordination and dissemination. The synergy and European added value should appear.
The precise plan of activities proposed with explicit results. Duration and resources should be addressed and management procedures described.
You should keep the above basic questions in mind while fulfilling the criteria in the next section. These criteria address the different aspects of a proposal in detail, and will be used by the expert evaluators to assess how it answers the basic questions above, while conforming with the scope and objectives of the Programme and showing the necessary European-level added value. These criteria are designed to provide a fair, practical and consistent way of establishing to what extent proposals meet the goals of Esprit.
In this section we will specify the recommended structure of, and the evaluation criteria which need to be satisfied by proposals.
You may submit proposals in any official language of the EC. However, it is appreciated to supply at least the summary in English as this will assist the speedy evaluation of proposals.
The description of the proposal structure given below includes the criteria which have to be addressed in each of the sections. Certain criteria might be addressed in several sections. In such cases it is advised to refer in the relevant section to other places in the proposal which should be taken into account for assessment.
To complete Part 1 of the proposal you need to complete all the electronic version of these forms as given in Annex 1. You can obtain an electronic version of these forms on a diskette or download it from the Esprit Web pages. You are strongly recommended to use this method of data preparation and send the prepared diskette along with the proposal.
If you use the diskette or Web software to prepare a diskette, it will make it easier to fill in the data correctly. You can also make clear print-outs and it will help Commission services to enter your data quickly in their database. Of course, you may complete the electronic version of these forms, or the forms as they are provided by other programmes for RTD Project proposals, as these contain the same questions. In either case, please follow carefully the detailed instructions.
A complete Part 1 comprises :
Part 2 (your project description) should follow the recommended structural outline given below and provides all the information requested in not more than 30 pages. It should contain the following sections:
The description of these sections as well as the criteria used for assessment are given below. We distinguish between Working Groups (including task 7.17), User Groups and Concerted Actions on one side and Networks of Excellence on the other side, due to some specific criteria used for NoEs. Evaluators will be asked to use these evaluation criteria to assess your proposal.
It goes without saying that evaluators are best helped in conducting their task if the information provided is concise and follows the recommended structure. Any irrelevant information should be avoided.
The criteria are designed to provide a fair, practical and consistent way of establishing to what extent proposals meet the goals of Esprit. The same set of overall criteria are used in evaluations of all three types of proposals. Note however that sub-criteria might sometimes be somewhat different as indicatedAction overview
This section should be one page and should capture the essence of the proposal. It should summarise :
Note: This may be a copy of the 1000 character summary given in Part 1 (form 1a).
The basic rationale for the action should be clarified. In particular:
Criteria to be addressed in this section are:
Important aspects can be:
This holds in particular for User Groups which must be strongly industry based. For other actions the weight of these criteria depend on the objectives of the action, but the industrial objectives of the programme should always be given sufficient attention.
Criteria to be addressed in this section are:
Justify the proposed activity at European level. Important aspects include:
Criteria to be addressed in this section are:
Describe concisely the activities planned to achieve the objectives of the proposal and include the following elements:
Criteria to be addressed in this section are:
Outline the consortium's strategy for disseminating information and results. It should include for each of the partners:
Criteria to be addressed in this section are:
The action management should address:
Criteria to be addressed in this section are:
Present the rationale for the specific consortium and include:
Criteria to be addressed in this section are:
The duration should be rationalised in relation to the objectives to be achieved. In principle the duration should not be longer than three years. Estimates of resources should be presented in detail, giving indicative figures for the activities to be carried out to achieve the objectives.
Criteria to be addressed in this section are:
This section should be one page and should capture the essence of the proposal. It should summarise :
Note: This may be a copy of the 1000 character summary given in Part 1 (form 1a).
The basic rationale for the action should be clarified. In particular:
Criteria to be addressed in this section are:
Important aspects can be:
Criteria to be addressed in this section are:
Justify the proposed activity at European level. Important aspects include:
Criteria to be addressed in this section are:
Describe concisely the activities planned to achieve the objectives of the proposal and include the following elements:
Criteria to be addressed in this section are:
Outline the consortium's strategy for disseminating information and results. It should include for each of the partners:
Criteria to be addressed in this section are:
The action management should address:
Criteria to be addressed in this section are:
Present the rationale for the specific consortium and include:
Criteria to be addressed in this section are:
The duration should be rationalised in relation to the objectives to be achieved. In principle the duration should not be longer than three years. Estimates of resources should be presented in detail, giving indicative figures for the activities to be carried out to achieve the objectives.
Criteria to be addressed in this section are:
Each proposal must have a co-ordinating proposer, shortly co-ordinator, and this section of the information package is primarily directed to him. Normally, the co-ordinator will become the project co-ordinator, if the proposal is ultimately successful.
Proposals should be submitted by you, co-ordinator, and you will be responsible for the liaison with the Commission.
You should submit one full original of each proposal plus 6 copies. This includes the forms and any useful information you choose to include, as long as it is relevant and limited in length.
It is your responsibility to assemble the proposal and you should submit it in one parcel.
It is also your responsibility to ensure that the proposal is delivered at the appropriate address.
Your proposal should be sent by courier or postal services or delivered by hand to:
IT Programme OfficeYou must clearly mark on the parcel:
'Confidential: Proposal for the programme for RTD in Information Technologies (Esprit)'
Do not send proposals by fax or E-mail. Do not announce by fax or telephone that the proposals are in the mail. Faxes and telephone calls of this nature hinder the operation of the Commission in handling proposals, and will not be acknowledged. Until two weeks have elapsed, do not telephone or fax to enquire whether your proposal has been received.
Do not send or deliver your proposal to Esprit Commission Offices. This would create considerable delays. The only correct address is the one mentioned above.
You must clearly mark on the parcel:
Do not send proposals by fax or E-mail. Do not announce by fax or telephone that the proposals are in the mail. Faxes and telephone calls of this nature hinder the operation of the Commission in handling proposals, and will not be acknowledged. Until two weeks have elapsed, do not telephone or fax to enquire whether your proposal has been received.
Do not send or deliver your proposal to Esprit Commission Offices. This would create considerable delays. The only correct address is the one mentioned above.
Proposals for the actions described in this document can be submitted continuously during the period described in the latest Call of Esprit. The precise information should be carefully checked and adhered to. Proposals which are received after the end of the period indicated in the latest Call are not eligible.
You should include – in the parcel in which the proposal is delivered - a separate envelope containing the official 'electronic version of these forms' form as given in the Annex. On this you – the co-ordinator - must put your organisation's name and address and the title of the proposed project. This will ensure that the acknowledgement is returned to you correctly addressed.
Before it is returned, however, the Commission's reception staff will record the date of receipt and a unique reference number on the form. This reference number must be used in all subsequent correspondence relating to the proposal.
You should ensure that all proposers are given the proposal reference number and use it in all contacts with the Commission.
If you do not receive an 'Acknowledgement of receipt' within two weeks after the closing date of the Call, or the date of submission in case of a continuous Call, you should send a fax to the IT Programme office (Fax: + 32 2 6637200), indicating the acronym, title, domain, type of action and name of co-ordinator. You will receive an answer by fax within one week. You are strongly advised to retain proof of dispatch if the proposal is mailed or send by courier.
You are advised to submit proposals only once and to not send proposals which are essentially the same to different domains of the Esprit Programme or different programmes.
If the proposal is related to other Esprit domains or to other Community programmes you are advised to indicate this in the proposal itself or in an attached covering letter.
In any case you should give details of similar proposals on electronic version of these forms and sign the declaration.
The IT programme will take your comments into account and when appropriate involve the other domains or other programmes in the evaluation.
The IT programme reserves the right to redirect the proposals to another domain than indicated by the proposers or to another programme if EC staff or evaluators indicate that that would be more appropriate.
If there are further questions on the content of this Specific Information Document or if there is a need for further clarification in matters relating to the call, please contact:
| Esprit Information Desk European Commission DGIII/F N105 8/94 Rue de la Loi 200 B1049 Bruxelles, Belgium. |
telephone: +32.2.296.85.96 fax: +32.2.296.83.88 electronic version of these forms Esprit@dg3.cec.be |
| FORM 1a : PROPOSAL ADMINISTRATIVE SUMMARY | |||||||
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Programme Name: Esprit |
Acronym:(max 10 chars) | ||||||
| Proposal Title: | |||||||
| Contact Person during the Proposal Evaluation | |||||||
| First Name: | Family Name: | ||||||
| Organisation Name: | |||||||
| Department Name: | |||||||
| Street Name: | Street No: | ||||||
| Post Code | City | Country: | |||||
| Telephone: | Fax: | ||||||
| E-mail: | |||||||
| Project synopsis (maximum 1000 characters) | |||||||
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| |||||||
| Please sign your answer to the following question | |||||||
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To the best of your knowledge, has this proposal, or a proposal that is similar in content, with your involvement or with the involvement of any of the partners in your consortium, been submitted to any other domain of Esprit or EU research programme? Yes / No If your answer is Yes, please give details (title of proposal, coordinator, name of programme, when submitted). Signature of Contact Person............................................................................................ | |||||||
| FORM 1B : PROPOSAL ADMINISTRATIVE SUMMARY (continued) | |||||||
| Proposal resources breakdown | |||||||
|
Programme Name: Esprit |
Action Type: PI | Acronym (max 10 char): | |||||
| Proposal Title (max 160 char): | |||||||
| Work Programme Tasks electronic version of these forms: | |||||||
| 1st Choice: |
2nd Choice: | 3rd Choice: | Duration (in months) | ||||
| List of participants | |||||||
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No |
Organisation Names electronic version of these forms |
Country electronic version of these forms |
Admin.Role electronic version of these forms (C/P/A) |
Org. Type electronic version of these forms |
Funding Regime electronic version of these forms (S/A) |
Global Costs in ECU electronic version of these forms |
Effort in Person Years electronic version of these forms |
| Total Costs: | Total Funding: | Total Person Years: | |||||
|
Please copy this form if more space is needed to list the participants. The participation in the Proposal of all the Partners and Associated Partners, and at the levels indicated above, must be formally sanctioned by representatives of the said organisations in letters accompanying the proposal. | |||||||
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(b) A list of codes is supplied in this Annex. (c) See Work programme. (d) Short name for participants that use such a name in Form 2, and legal name if such a short name does not exist. (e) Costs will be funded up to a maximum of 100% (f) The figure should only cover allowable costs as given in Section 2.2. A maximum percentage of 20% is allowed for overheads on personnel costs. (g) The figure should cover the whole effort (and not only the additional one). | |||||||
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| FORM 2 : INDIVIDUAL PARTICIPANT PROFILE | |||||||
| Programme Name: Esprit | Acronym: | ||||||
| Proposal Title: | |||||||
| Legal identification of the Participating Organisation | |||||||
| Short name electronic version of these forms: | Legal Status electronic version of these forms: | Organisation Typeelectronic version of these forms: | |||||
| Company Registration No: | VAT No: | ||||||
| Legal Name electronic version of these forms: | |||||||
| Department Name (if applicable): | |||||||
| Legal address of the Participating Organisation | |||||||
| Street Name: | Street Number: | ||||||
| Post Code: | City: | Country : | |||||
| Telephone No: | Fax No: | ||||||
| Organisation's role in the proposal | |||||||
| Administrative role electronic version of these forms (C/P/A): | Functional roleelectronic version of these forms (S/U): | Relevant industrial sector electronic version of these forms: | |||||
| Organisation details (if applicable) | |||||||
| Number of employees: | Is the participant an SME (Y/N)? electronic version of these forms | ||||||
| Is your organisation affiliated to any other participant(s) in the proposal (Y/N)? electronic version of these forms: | |||||||
| If the answer is Y, please indicate the participant(s) name(s): | |||||||
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(h) A Short name should be included only if it is in common use outside the organisation (max. 20 char.). (i) e.g. SA, Ltd, GmbH, AG, EEIG, etc. (j) The legal name is the one used in contracts. (k) For definition see glossary. (l) A list of codes is supplied in this Annex. | |||||||
| 1. Action Types | |||||||
| NE | Networks of Excellence (WP Task: 0.3) | ||||||
| UG | User Groups (WP Task 0.4) | ||||||
| WG | Working Groups (WP Task 0.4 or User-Supplier collaboration under task 7.17 | ||||||
| CA | Concerted Actions (WP Task:0.5) | ||||||
| 2. COUNTRY | |||||||
| Code | Name | Code | Name | Code | Name | ||
| A | Austria | FL | Liechtenstein | N | Norway | ||
| B | Belgium | GR | Greece | NL | Netherlands | ||
| CH | Switzerland | ISR | Israel | P | Portugal | ||
| D | Germany | I | Italy | S | Sweden | ||
| DK | Denmark | IRL | Ireland | SF | Finland | ||
| E | Spain | ISL | Iceland | UK | United Kingdom | ||
| F | France | L | Luxembourg | ||||
| Other according to standard ISO list | |||||||
| 3. ADMINISTRATIVE ROLE | |||||||
| C | Coordinator | A | Associate Partner | P | Partner | M | Member |
| 4. ORGANISATION TYPE | |||||||
| U | University | A | Public Administration | R | Research Institute | ||
| I | Industry | O | Other | ||||
| 5. FUNCTIONAL ROLE | |||||||
| S | Supplier | U | User | ||||
| Please note that this relates to the specific role that your organisation has in this proposal with respect to its expected results. If both apply please choose the one most relevant in this project. | |||||||
| 6. INDUSTRIAL SECTORS | |||||||
| Identify the relevant industrial sector of the organisation in the proposal and include the corresponding code in the appropriate space on Form 2 | |||||||
| Code | |||||||
| Business | |||||||
| Finance and Insurance | FI | ||||||
| Business, legal and management consultancy; holdings | BC | ||||||
| Publishing, printing and reproduction of recorded media | PP | ||||||
| Real estate activities | RE | ||||||
| Renting and leasing | RL | ||||||
| Lodging and restaurants | LR | ||||||
| Technical testing and analysis | TA | ||||||
| Wholesale and retail trade; repair of goods | WR | ||||||
| Community activities | |||||||
| Community service activities | CS | ||||||
| Education | ED | ||||||
| Energy production and distribution; gas and water supply | EN | ||||||
| Health and social work | HS | ||||||
| Recreational, cultural and sporting activities | RC | ||||||
| Recycling | CY | ||||||
| Post and telecommunications | PT | ||||||
| Transportation services | TS | ||||||
| Engineering (other than software engineering) | |||||||
| Electrical engineering and related technical consultancy | EE | ||||||
| Mechanical engineering and related technical consultancy | ME | ||||||
| IT activities | |||||||
| Audiovisual consumer electronics | IA | ||||||
| Electronic components | IC | ||||||
| Electronic engineering and related technical consultancy | IE | ||||||
| Industrial process control systems | IP | ||||||
| Office machinery and computers | IM | ||||||
| Software consultancy and supply, data processing and related Services | IS | ||||||
| Manufacturing | |||||||
| Aircraft and spacecraft | AS | ||||||
| Metals and alloys | MA | ||||||
| Chemical products | CP | ||||||
| Fabricated metal products, except machinery and equipment | FM | ||||||
| Food products and beverages | FB | ||||||
| Furniture | FV | ||||||
| Leather and leather products | LL | ||||||
| Machinery, electrical and electrical instruments | EQ | ||||||
| Medical, precision and optical instruments | IN | ||||||
| Non-metallic mineral products | MP | ||||||
| Pharmaceuticals, medicinal chemicals and botanical products | PH | ||||||
| Pulp, paper and paper products | PA | ||||||
| Rubber and plastic products | RU | ||||||
| Textile and textile products | TE | ||||||
| Vehicles for land transportation | VL | ||||||
| Vehicles for sea transportation | VS | ||||||
| Wood and wood products | WW | ||||||
| Other activites | |||||||
| Agriculture and forestry | AF | ||||||
| Construction and building | CB | ||||||
| Fishing | FS | ||||||
| Mining and quarrying | MQ | ||||||
| Telecom products | IT | ||||||
| Activity code not provided above | NN | ||||||
European Commission
Directorate General III: Industry
RTD: Information Technologies
|
Please write the name and address to |
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VERY IMPORTANT We may ask the representatives of proposers to attend meetings and/or provide further information at any time after the closing date and especially in the first two months after this date. In your own interest please ensure that representatives are available at short notice during this period. | |
|
To be completed by Coordinating Partner | |
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Reference : | |
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Proposal Title : | |
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Acronym : | |
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Domain : | |
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To be completed by Esprit Evaluation Coordinator | |
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We are pleased to acknowledge receipt of your proposal above on :..................................................................
Yours sincerely, | |
| Affiliated Organisation | Two organisations are affiliated if either one directly or indirectly controls the other or if both are directly or indirectly controlled by the same parent organisation. Organisation A is considered as controlling B if:
|
| CORDIS | Community Research and Development Information Service (see Section 5 in Introductory Booklet) |
| EC | European Commission |
| EU | European Union |
| EEA | European Economic Area, includes the EU, Iceland and Norway. The EEA agreement is not in force for Liechtenstein at the time of printing this document |
| EEIG | European Economic Interest Grouping. A legal entity consisting of several European organisations which could participate as such in a project under an EU programme. A guide to the role of EEIGs in RTD can be obtained from the IT Programme Information Desk (see section 5 in Introductory Booklet) and more detailed documentation is also available from Directorate General XV (Financial Institutions and Company Law) |
| EFTA | European Free Trade Association, includes Iceland, Liechtenstein, Norway and Switzerland |
| ESSI | European Software Systems Initiative, a best practice activity in ST |
| HPCN | High Performance Computing and Networking: one of the four focused clusters in the IT work programme |
| ICT | Information and Communication Technologies |
| IiM | Integration in manufacturing: one of the four focused clusters in the IT programme |
| IT | Information technology |
| IPR | Intellectual property rights |
| JRC | Joint Research Centre of the EC |
| LTR | Long term research: one of the domains in the IT work programme |
| MS | Multimedia systems: one of the three domains of underpinning technologies in the IT work programme |
| OMI | Open microprocessor systems initiative: one of the four focused clusters in the IT work programme |
| RTD | Research and technological development, including demonstration |
| SME | Small/medium sized enterprise. For SME Exploratory Awards, enterprises will be eligible if they satisfy simultaneously the following three criteria:
|
| ST | Software technologies: one of the three domains of underpinning technologies in the IT work programme |
| TBP | Technologies for business processes: one of the four focused clusters in the IT work programme |
| TCS | Technologies for components and subsystems: one of the three domains of underpinning technologies in the IT work programme |
National Contact Points will help if you have any questions about the Programme and the preparation of proposals.
electronic version of these forms
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The URL of this document is /esprit/src/nets.htm
It was last updated on 17 March 1997 and is maintained by electronic version of these forms